How to Write a Report in a Letter Format
There's no one right way to write a report. Completing a report in letter format, whether you're assigned to do so or not, can help you establish a close rapport with your reader. After all, a letter is written specifically to the person you're trying to reach. Following a letter format also helps you figure out what to write next, preventing you from becoming stuck. A report written as a person-to-person letter has a specific beginning and end, but also offers a great deal of flexibility in terms of content.
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Instructions
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Begin your letter in classic letter format. For a more formal letter, you can follow the format suggested by the writing center at Pennsylvania State University, included here in the References section. The upper-left corner of the page should have your name and organization information, as well as the date. Below that, still on the left, you type the recipient's name, title, company and address. Continue with "Dear," then the recipient's full name, as you don't want to accidentally address a female "Chris" as "Mr."
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Open with a rationale for the letter. This is where you speak directly to the recipient, informing him or her what the report is about. Discuss your reasons for doing the report, and hint toward the conclusions you've reached.
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Include the sections that will contain the information your reader needs. The Clayton State University School of Business suggests you include a methodology in which you describe the process you used to get your information, statistical reports to collect your raw data, a recommendation and more. If you have a particularly large amount of data, you might consider putting the bulk of it in an appendix after your letter.
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Finish your letter-formatted report with a conclusion inspired by correspondence. Thank your reader for his or her time, offer to answer any questions your report inspired, then finish with "Sincerely," "Respectfully," or something similar. Type your name four lines below this, and sign the printed letter boldly in the four-line space to make a good impression.
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Double-check that your report actually looks like a letter, with the addresses in the header and your signature at the end. To maintain the "letter" theme, consider putting your letter inside an envelope you have addressed to the recipient. If you are actually sending the letter, you might include a self-addressed, stamped envelope to make life just a little simpler for the reader of the report. (That also increases the chances of getting a response to your report.)
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